[Mcls-print-storage] FW: [PAN] Print Archives Disclosure Pilot Project - Final Report

[Rick Lugg]

Newly-released results of the MARC 583 Pilot project for disclosing
archiving commitments…just for journals at this point.

 

From: Print Archive Network [mailto:PAN at LISTSERV.CRL.EDU] On Behalf Of
Malpas,Constance
Sent: Wednesday, April 25, 2012 12:56 PM
To: PAN at LISTSERV.CRL.EDU
Subject: [PAN] Print Archives Disclosure Pilot Project - Final Report

 

Colleagues,

 

I’d like to draw your attention to the final report from the Print Archives
Disclosure Pilot Project, an initiative to which several PAN participants
have contributed over the past year.  This report marks the culmination of a
major effort undertaken by a partnership of 9 organizations to document and
test a proposed method for registering print archiving commitments using
existing bibliographic infrastructure.  Partners in this project included
the Center for Research Libraries (CRL), the California Digital Library,
Indiana University, OCLC, Stanford University, the University of California-
Los Angeles, the University of California - San Diego, the University of
Minnesota and the University of Oregon.  

 

The Print Archives Disclosure Pilot project was initiated in January 2011
and managed by a coordinating committee composed of Dennis Massie (OCLC
Research), Lizanne Payne (Project Manager of the Western Regional Storage
Trust and Shared Print Consultant to CRL) and Emily Stambaugh (UC Shared
Print Manager for the University of California) and myself.  It builds on
prior work by OCLC Research and other organizations -- including CRL, Ithaka
S+R and others -- examining the policy and infrastructure requirements for
cooperative print management.  This new report describes and provides a
rationale for a recommended approach to disclosing print archive
collections, describes record creation and resource-sharing tests undertaken
by pilot sites, and identifies critical technical, operational and cost
considerations associated with implementation of the proposed method.
Appendices include detailed metadata guidelines, sample data, and an
implementation checklist.

 

The report is available online, here:
https://docs.google.com/document/pub?id=1iM86_QRG0vBXqlRwezIA2pOANJdIqmlAnSS
_t31WgNU NB:  Because the report is the work of many hands and several
different organizations, we have opted to publish this document as a Google
Doc rather than an OCLC Research report; this was also the most expedient
option.   For convenience, an Executive Summary is appended below.  

 

I hope you will find this publication of interest.  

   

Constance 

OCLC Research

 

http://www.twitter.com/constanceM

http://hangingtogether.org/

 

 

OCLC Print Archives Disclosure Pilot - Final Report

 

Executive Summary

Beginning in late 2010, an ad hoc Coordinating Committee consisting of
several individuals who were active in the shared print (print archiving)
community began to explore ways in which libraries could use OCLC features
and services to disclose retention commitments and support resource sharing
for shared print resources. The Coordinating Committee defined and conducted
an OCLC Print Archives Pilot Project to develop a recommended approach and
to test and validate its basic functionality.

 

The Coordinating Committee defined the goals of the OCLC Print Archives
Pilot Project as:

1.    Propose and assess the feasibility of a metadata standard for
disclosing in the near term the location and status of archived print
holdings for journals, using existing bibliographic infrastructure (OCLC and
local ILS capabilities). That is, implementation would not require any
software development.

2.    Test processes to create individual and batch loaded records for
sample titles from multiple print archiving initiatives, e.g. WEST, CIC,
CRL.

3.    Evaluate the impact of the proposed metadata standard on resource
sharing workflows. The goal is to insure that common borrowing and lending
activities can be accommodated.

A secondary goal of the project was to identify ways in which OCLC systems
and services could be enhanced through future system development to support
shared print requirements in a more effective way.

 

Recommendations for Libraries

The Coordinating Committee developed and tested recommended metadata
guidelines for journals using existing OCLC data structures and
functionality, and recommends that libraries participating in shared print
agreements begin to disclose preserved print journal holdings in WorldCat
according to this method as soon as possible.

 

The recommended approach includes three key elements:

·         Define separate OCLC Institution Symbols to identify print
archived titles in facilities and full-service libraries

·         Enter holdings-level print archives data in MARC Holdings records
(OCLC  Local Holdings Records, LHRs)

·         Use the 583 Action Note to describe specific characteristics of
the print archives action(s) for each set of holdings.  The LHR will include
one, two, or three 583 Action Notes, as appropriate. At a minimum, include
one 583 Action Note to identify the retention commitment (“committed to
retain”) and the retention period.   If the print resources are reviewed for
completeness, provide a second 583 Action Note (“completeness reviewed”) and
note the outcomes of that review (e.g. missing units, binding anomalies,
reprints).  If the print resources are also reviewed for condition, provide
a third 583 Action Note (“condition reviewed”) with the outcomes of that
review.

Note: If a given title/holdings is archived under multiple print archives
programs having different terms (e.g. different retention period, validation
level), libraries should enter separate sets of 583 fields to describe the
different terms that apply to these items.

While not functionally necessary to the registration of print archives, use
of the 561 Ownership and Custodial History tag in the Local Holdings Record
is encouraged to enable institutions to track the originating source of
materials consolidated in shared print collections.

 

In addition, the use of Group Access Capability and Group Catalogs is
recommended to support aggregated views of shared print holdings for
resource sharing, collection management and collection analysis.  

 

Please note that these guidelines were designed and tested for journal
holdings.  While the data structures theoretically would be usable for
monographs, there may be variations in functionality related to using LHRs
for monographs that have not been tested.

 

Recommendations for OCLC, Inc.

Pilot participants suggested some improvements that OCLC might consider
making to the current technical infrastructure and pricing models that would
increase support for collaborative print archiving:

·         Enhance the use and function of OCLC symbols to allow existing
symbols to play multiple roles -- that is, to signify ownership and/or
physical possession, and/or location, or all of these at once

·         Alternatively, provide mechanisms to govern resource-sharing
behavior and aggregation for discovery at the item level (instead of OCLC
symbol level), e.g. detect bibliographic records whose LHR’s contain a
“committed to retain” notation in the 583 ‡a, as an alternative method for
aggregating shared print resources that would not require a proliferation of
new OCLC symbols

·         Provide a test environment for metadata management and resource
sharing in which projects such as this one can be carried out

·         Increase the number of  OCLC symbols to which a library’s
collections can be compared using WorldCat collection analysis (currently
limited to 5 symbols, while print archiving programs can attract dozens of
participants)

·         Reconsider pricing models to incentivize shared print archiving
activity among libraries, especially in the areas of record loading (i.e.
batch loading, cancel holdings, LHR profiling) and resource sharing (i.e.
establishment of ILLiad satellite libraries)

·         Expand support for discovery and delivery of shared print
collections in WorldCat Local and WorldShare Management Services

 

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